4 Section I General Information A. Project Goals and Objectives The goal of this Request for Proposal (RFP) is to obtain a new Voice Over IP (VOIP) telephone system for the Fort Vancouver Regional Library District. The new VOIP telephone system will utilize new and existing SIP compliant handsets and integrate with an existing Vocera communication system. Specific telephone product descriptions and quantities are listed in Section IV. FVRL is a junior taxing district in the State of Washington, established under the provisions of RCW FVRL provides library services for the residents of Southwest Washington. The specific areas include the unincorporated areas of Clark, Skamania, and Klickitat Counties; the incorporated cities of Battle Ground, Bingen, Goldendale, La Center, North Bonneville, Ridgefield, Stevenson, Vancouver, Washougal, White Salmon, and Yacolt in those counties; and the city of Woodland in Cowlitz County. The FVRL service area covers over 4,200 square miles with a current population of over 400,000 people. FVRL provides services to this area through the Fort Vancouver Regional Library District Operations Center, fourteen community libraries, two bookmobiles, and outreach and electronic access programs. FVRL employs over 300 regular and substitute employees and has an annual operating budget of $21,000,000 for B. Issuing Office and Inquiries Relating to this RFP This RFP is issued by Fort Vancouver Regional Library District. The point of contact is: Bob Beck Information Technology Manager Fort Vancouver Regional Library 1007 East Mill Plain Blvd. Vancouver, WA Questions and issues concerning this RFP may be relayed to Bob Beck by or phone, though is preferred. Questions requiring a written response must be submitted in writing at least two (2) days prior to the due date deadline for proposal submission. No proposal conference will be held for this RFP. RFP- VOIP Telephone System for FVRL Page 3

5 C. Costs of Proposal Preparation and Presentation FVRL is not liable for any costs incurred by vendors for the preparation and presentation of a quote in response to this RFP. All such costs, including travel and related expenses, shall be the sole responsibility of the vendor submitting a proposal. D. Addenda to the Original RFP In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all vendors who received the initial RFP. E. Proposal Submission Deadline To be considered, quotes must arrive at FVRL on or before 3:00 p.m. Pacific Standard Time on November 8, Proposals received after the deadline will be rejected. F. Proposal Format, Copies and Validity To be considered, proposals must meet the following requirements: 1. Proposals must be prepared in accordance with the format described in Section III of this RFP. Failure to submit a proposal in the required format may be grounds for rejection of the proposal. 2. The vendor shall provide electronic copy of the proposal. The vendor may make no other distribution of proposals until FVRL and the successful vendor have executed a contract. 3. Proposals must be signed by representatives of the company who have the authority to bind the company to its provisions. The proposal or a letter accompanying the proposal must state that the quote remains valid for a period of at least sixty (60) days. G. Vendor Interviews FVRL requires on-site interviews and demonstrations by any of the vendors who submit a quote. These provide an opportunity for representatives of FVRL to ask questions and for the vendor to clarify their quote. FVRL will schedule the time and place of such meetings. H. Vendor Reference Checks and Other Evaluations Prior to the award of a contract, FVRL will contact the vendor s references to explore the overall experience with the vendor. I. Contract Award Contract negotiations will be undertaken with the vendor whose proposal and reference checks indicate the vendor to be the best qualified, most responsible, and most capable of delivering the scope defined by this RFP to FVRL. After considering qualifications, experience, and other factors, a contract may be entered into which is the most advantageous to FVRL. FVRL reserves the right to reject any RFP- VOIP Telephone System for FVRL Page 4

6 or all quotes received as a result of this RFP, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of FVRL. J. Acceptance of Proposal Content The successful vendor s contract, as mutually modified, amended, or supplemented, shall become a contractual obligation if a contract ensues. Failure of the successful vendor to accept these obligations shall result in cancellation of the contract award. K. Vendor Representative Responsibilities The selected vendor will be required to assume responsibility for all materials and services offered in the quote, whether or not they possess the capacity for such services within their organization. Further, FVRL will consider the vendor representative(s) to be the sole point of contact with regard to all contractual matters, including performance of contracted duties, responsibilities and tasks, and payment of any and all charges resulting from the contract. L. Disclosure of Proposal Contents Quotes are subject to disclosure under Washington State RCW After the contract award, a summary of each vendor s qualifications and total price information for all submissions will be furnished upon request. M. Independent Price Determination By submission of a proposal, the vendor or vendor s designated agent certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this proposal: 1. The prices of the proposal have been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition, as to any matter related to such prices with any other offer or with any other competitor. 2. Unless otherwise required by law, the prices that have been quoted in the proposal have not been knowingly disclosed by the vendor and will not be knowingly disclosed by the vendor to any competitor. 3. No attempt has been made or will be made by the vendor to induce, for the purpose of restricting competition, any other person or vendor to either submit or not submit a proposal. RFP- VOIP Telephone System for FVRL Page 5

7 Section II Evaluation Criteria A. Evaluation Procedure The Information Technology Manager and a team selected from FVRL staff will evaluate responses to this RFP according to the criteria listed below. B. Evaluation Criteria The criteria for evaluating the system are as follows: 25 points relevant experience & references (Section III, parts A & B) 20 points cost proposal (Section III, part C) 55 points response to system requirements (Section IV, part B) and proposed products (Section IV, part D) system features, including flexibility, ease of use, and reliability as shown in the demonstration (Section IV, part C). RFP- VOIP Telephone System for FVRL Page 6

8 Section III Instructions for Submitting Quotes In responding to this RFP, the proposal must be from a vendor who is an authorized direct dealer or reseller of the VOIP telephone products being proposed. Respondent shall provide a letter from the VOIP telephone product company attesting that the vendor is an authorized agent/firm to resell all VOIP telephone products as a part of this RFP response. Quotes must be submitted in the format and sequence outlined below: A. Business Organization and Personnel 1. State the full name, address, telephone and fax numbers, and address of your firm, and, if applicable, the branch office or other subordinate elements that will perform or assist in performing the work specified in this RFP. 2. Indicate whether you operate as an individual, partnership, or corporation and, if as a corporation, partnership or other legal entity, include the state in which you are incorporated, formed or organized, and the date of the creation of your firm s legal entity. 3. Indicate whether your firm has ever been involved in litigation with a client or independent contractor associated with your firm and, if so, the nature and result of such litigation. 4. List the names and titles of your firm s officers and the length of time those officers have been associated with your firm and the name or names of the persons in your firm authorized to negotiate the proposed contract associated with this RFP. 5. Provide your firm s federal tax identification number. B. References 1. Provide the name and contact information for three (3) customers that have purchased services from your organization. The customer contacts included must be similar in operational scope to FVRL, including local government organizations, libraries or educational institutions featuring multiple locations or campuses. C. Cost Quote 1. Budget a. Provide a complete price for installation and purchase of the bill of materials listed in Section IV Item D. The complete price must contain all shipping, delivery, handling and any and all services specified and required by this RFP, including the costs of any state and local taxes. b. Provide a separate itemized per unit price for each product listed in Section IV Item D. This separate itemized pricing list will remain valid for a period of one (1) year after the date of the signed contract with the vendor. FVRL is under no obligation to purchase from the selected vendor any items submitted in this itemized parts price list. RFP- VOIP Telephone System for FVRL Page 7

9 D. System Specifications The vendor will provide documentation, schematics and a deployment schedule of the proposed VOIP telephone system as outlined in Section IV Item B, detailing features, configuration, installation and support options of the proposed product. E. Demonstration The vendor will present a demonstration of the proposed VOIP telephone system as outlined in Section IV Item C, highlighting features and functionality, using identical equipment to the proposed product. F. Additional Information The vendor may include any additional information that is believed to be pertinent and helpful but not specifically requested elsewhere in this RFP. RFP- VOIP Telephone System for FVRL Page 8

10 Section IV Specifications A. Project Overview The Fort Vancouver Regional Library District is seeking to update the current telephone system with the installation of a new VOIP telephone system. The primary goal of this Request for Proposal (RFP) is to obtain pricing quotes for a VOIP telephone system (hardware, software, configuration, staff training, and maintenance) needed for this update. Product descriptions and quantities are listed in this section. The plan of the District is to migrate from the existing telephone solution deployed in other District locations (see Section V for complete list) to the selected VOIP telephone system. As such, the separate itemized per unit pricing list (Item D) submitted in the quote will remain valid for a period of 6 months from date of award. The initial installation and configuration of the proposed VOIP telephone system will be performed by the selected vendor. The vendor will provide training for general end-user operation of the proposed VOIP telephone system, as well as advanced system administration for FVRL Information Technology Department staff. Thereafter, FVRL s Information Technology Department staff will need to be able to conduct moves, additions, and changes to the proposed VOIP telephone system with the options of both remote and on-site support from the selected vendor. B. System Specifications The proposed VOIP telephone system will be server managed, easily expanded to include additional handsets, and capable of utilizing generic SIP compliant Polycom SoundPoint IP 450, IP 550 and IP 650 handsets in addition to the new handsets requested in Item D of this section. The proposed VOIP telephone system will include standard features such as voic , call forwarding, transferring, hunt groups and call holding. Additional features are welcome and should be included in the vendor demonstration as outlined in Item C of this section. The anticipated time for completion of this project is six months. The vendor will provide a deployment schedule for all fifteen FVRL locations with a timeline for project completion within the anticipated period. The proposed VOIP telephone system will be designed to allow library patrons throughout the FVRL service area, which includes two area codes, to reach the FVRL Telephone Information desk via local dialing within their area code. All handsets will be able to make local calls to outside networks, and be capable of internal four-digit extension dialing between the various FVRL locations. The DID range and PRI incorporated into the current FVRL telephone system will be utilized in the proposed VOIP telephone system. RFP- VOIP Telephone System for FVRL Page 9

11 C. Demonstration The vendor will present a demonstration of the proposed VOIP telephone system highlighting the following features and functionality, using identical equipment to the proposed product. The demonstration unit will simulate a Telephone Information desk (switchboard) configured for Automated Call Distribution with a queue for twenty (20) callers, four (4) or more handsets, user sign-in, call statistics and call recording capabilities. The demonstration will include common features for the proposed system including the following functions: Internal calling External calling Conference calling Public address system/paging Call transfers Call holding Voic access The demonstration will also include the following administration and management features: Administrative interface Voic management Closed/Outgoing Message system and management Pickup and hunt group creation User contact list additions/searches Video conferencing (if available) Customization of soft keys Moves/Additions/Changes Wireless Phones (wifi or VOIP phone base station) Wireless Headset compatibility In addition to a demonstration of physical equipment, the vendor will supply support documentation and protocols including troubleshooting common problems and contacting the vendor for technical support. FVRL also uses a Vocera communication network. A demonstration of integration with a Vocera system or similar competing product is required. Features sought for integration into a Vocera system would be the ability to call or forward calls to a Vocera badge using the VOIP telephone system. RFP- VOIP Telephone System for FVRL Page 10

13 Section V Background Information A. Fort Vancouver Regional Library District Sites 1. Battle Ground Community Library is 14,356 square feet and is currently operating with 14 telephone handsets. 2. Cascade Park Community Library is 24,175 square feet and is currently operating with 15 telephone handsets. 3. FVRL District Operations Center is 36,000 square feet and is currently operating with 100 handsets, and the PRI. 4. Goldendale Community Library is 15,600 square feet and is currently operating with 5 telephone handsets. 5. La Center Community Library is 2,400 square feet and is currently operating with 6 telephone handsets. 6. North Bonneville Community Library is 550 square feet and is currently operating with 1 telephone handset. 7. Ridgefield Community Library is 2,055 square feet and is currently operating with 3 telephone handsets. 8. Stevenson Community Library is 7,980 square feet and is currently operating with 4 telephone handsets. 9. Three Creeks Community Library is 13,000 square feet and is currently operating with 9 telephone handsets. 10. Vancouver Community Library is 83,000 square feet and is currently operating with 40 telephone handsets. 11. The Mall Library Connection is 3200 square feet and is currently operating with 4 telephone handsets. 12. Washougal Community Library is 2,400 square feet and is currently operating with 5 telephone handsets. 13. White Salmon Community Library is 9,000 square feet and is currently operating with 6 telephone handsets. 14. Woodland Community Library is 2,376 square feet and is currently operating with 3 telephone handsets. 15. Yacolt Library Express is 2,376 square feet and is currently operating with 1 telephone handset. RFP- VOIP Telephone System for FVRL Page 12

Request for Proposals Erate Category 1 Hosted VoIP Service Hinds County School District Notice to Bidders Notice is hereby given to interested bidders that the Hinds County School District will receive

PIERCE COUNTY LIBRARY SYSTEM REQUEST FOR PROPOSAL (RFP) for PRINT MANAGEMENT SYSTEM FOR PUBLIC COMPUTERS TABLE OF CONTENTS Part 1: Introduction & RFP Timeline... 1 Part 2: General Instructions and Conditions;

Page 1 Request for Proposal for Telephone System Hosted VoIP System On Premise VoIP System Hybrid IP System #RFP PHONE SYSTEM 1 Submitted by Appalachian Council of Governments Date December 11, 2015 Inquiries

OBJECTIVE: ERATE 470 REQUEST AND REQUEST FOR PROPOSAL (RFP) FOR: SCOE WIDE VOICE OVER IP AS A HOSTED SERVICE FY2016 SHASTA COUNTY OFFICE OF EDUCATION (SCOE) is seeking proposals for the upcoming Year 16

REQUEST FOR PROPOSAL E-RATE Funding Year 2015 HOSTED VOICE OVER IP (VOIP) for Tunica County School District Tunica County School District Technology Department 744 School Street P. O. Box 758 Tunica, MS

Hosted VoIP RFP Throughout this document, the word System refers to The Jackson Hinds Library System Subject RFP-For a 3 year contract with the option for a 2 year voluntary extension, the System desires

REQUEST FOR PROPOSAL R-163-A-09 Proposals for VOICE OVER INTERNET PROTOCOL (VOIP) AND LOCAL TELEPHONE SERVICE will be received by the Billings Elementary School District #2 and the Billings High School

Request for Proposal for VoIP Telephone System The County of Alpena/City of Alpena I.T. Department 720 W. Chisholm St Suite #11 Alpena, MI 49707 Purpose: The purpose of the Request for Proposal (RFP) is

Request for Proposals VoIP, Voicemail, and Unified Messaging System The City of Orange Beach, Alabama, is accepting Request for Proposals from qualified firms for providing a Voice over IP (VoIP), Voicemail,

Hosted VoIP RFP Throughout this document, the word District refers to Rankin County School District Subject RFP-For a 3, and 5 year contract, the District desires implement hosted VoIP services. The District

OBJECTIVE: ERATE 470 REQUEST AND REQUEST FOR PROPOSAL (RFP) FOR: SCOE WIDE VOICE OVER IP AS A HOSTED SERVICE FY2017 SHASTA COUNTY OFFICE OF EDUCATION (SCOE) is seeking proposals for the upcoming Year 17

Hosted VoIP RFP Throughout this document, the word District refers to ANDERSON UNION HIGH SCHOOL DISTRICT. Subject RFP-For 3 AND 5-year contract, the District desires to implement hosted VoIP services.

PROPOSALS REQUESTED BY THE TOWN OF OLD ORCHARD BEACH POLICE DEPARTMENT FOR IP-BASED VOICE COMMUNICATION SYSTEM The Town of Old Orchard Beach will receive sealed bids for an IP based phone system. The project

1 Meridian School District Request for Proposal MSDVOIPPBX2010 Multi-Site VOIP PBX Solution for 200+ connections ARTICLE 1 - DEFINITIONS 1.1 A Request for Proposal (RFP) is the form used by the Meridian

Request for Information Purpose This document provides information for vendors to decide whether they re willing to participate in a more detailed selection process. Issuing this request in no way obligates

NOTICE: CALLING FOR PROPOSALS VOICE-OVER IP (VOIP) EQUIPMENT AND INSTALLATION ERATE ELIGIBLE SERVICES NOTICE IS HEREBY GIVEN that the Escondido Union High School District of San Diego County, California,

PIERCE COUNTY LIBRARY SYSTEM REQUEST FOR PROPOSAL (RFP) for Telephone Service (Analog Phone Service) TABLE OF CONTENTS Part 1: Introduction & RFP Timeline... 1 Part 2: General Instructions and Conditions;

Hosted VoIP RFP Throughout this document, the word District refers to BRUNEAU GRAND VIEW JOINT SCHOOL DISTRICT #365 Subject RFP-For a 3, 5, and 7 year contract, the District desires implement hosted VoIP

RFQ-Halifax County VoIP System Introduction and Executive Summary Halifax County is looking to purchase a turnkey VoIP system for both the Halifax County Department of Social Services and the Halifax County

Request for Proposal I. GENERAL A. Intent of Request for Proposal (RFP) The purpose of this Request for Proposal is to solicit sealed, competitive proposals from vendors qualified and experienced to provide

Wahkiakum County Request for Proposal New Telephony System with Unified Communication support. Due Date: 3:00pm May 15 st 2015 INTRODUCTION AND BACKGROUND Proposal Deadline: Proposal will be received by

Coosa County School System Request for Proposal Hosted VOIP Solution You are invited to submit a proposal to provide hosted priority one interconnected Voice Over Internet Protocol (VOIP) service to supplement

Request for Proposals IT INFRASTRUCTURE MODERNIZATION Deadline to Submit Questions for Response: March 25, 2015 by 4:00 pm Deadline for Proposal Submissions: March 27, 2015 by 4:00 pm REQUEST FOR PROPOSALS

CITY OF OAK CREEK VoIP Telephone System Addendum Important Dates: RFP Documents available April 24 th, 2015 Pre Bid Walkthrough None Last Day for Questions May 6th, 2015 4:00 p.m. CST Last Addendum Issued

The Madison Metropolitan Sewerage District requests quotations for IP Telephony System Request Madison Metropolitan Sewerage District (MMSD) is soliciting bids for a new IP telephony system. These quotes

Hosted VoIP RFP Throughout this document, the word District refers to Wayne County School District Subject RFP For a 3, 5, and 7 year contract, the District desires to implement hosted VoIP services. The

Chapter 12. Competitive Negotiation: Elements of a Request for Proposals Summary This chapter identifies the minimum elements of a request for proposals when procuring goods or services using the competitive

Request for Proposal RFP No. IT-2015-101 November 23 rd 2015 Phone System Replacement Deadline for Receipt of Proposals: January 18 th, 2016 at 4:30pm Proposals to be submitted by e-mail to Morgan Calvert

REQUEST FOR PROPOSALS FOR PREMISE BASED IP TELEPHONE SYSTEM REPLACEMENT SERVICES Introduction The City of Cotati (City) is requesting proposals for a premise based IP telephony system to support and satisfy

(082813-TOH-ISP-rfp3.doc) REQUEST FOR PROPOSAL for an Internet Service Provider (ISP) For the Town of Hawley, Massachusetts NOTICE TO CONTRACTORS The Town of Hawley, Massachusetts, herein referred to as

ASSEMBLY OF FIRST NATIONS REQUEST FOR PROPOSAL CONTRACTOR FOR MEETING REGISTRATION This is a Request for Proposal only. The AFN is not obligated to accept any proposal or to proceed further. The AFN may

REQUEST FOR PROPOSALS FOR TELEPHONE SERVICES FOR CUMBERLAND COUNTY GOVERNMENT The County of Cumberland, a county of the fourth class, is accepting proposals from qualified firms to provide telephone services

Infrastructure Technical Support Services Request for Proposal 15 May 2015 ISAAC reserves the right to reject any and all proposals, with or without cause, and accept proposals that it considers most favourable

City of Bismarck, ND Maintenance and Support for Mitel 3300 Voice System Request for Proposal (RFP) May 11th, 2010 Request for Proposal Maintenance and Support for: Mitel 3300 Voice System Date Issued:

KIPCOM Limited Contrex Service Description CONTREX Contrex represents a new generation of communications platform. This new generation of PABX s is often referred to as an IP based PABX. The 'IP' refers

Hosted VoIP RFP Subject RFP-For a 3 year contract, the North Bolivar Consolidated School District desires implement hosted VoIP services. The North Bolivar Consolidated School District wishes to evaluate

Request for Proposal Phone System Clark County Department of Job and Family Services 1. Description of Department Clark County Department of Job and Family Services (DJFS) is an agency that has responsibility

This Request for Proposal is being issued by the Lower Colorado River Authority (LCRA). LCRA is a conservation and reclamation district of the State of Texas created pursuant to Article XVI, Section 59,

CITY OF MUKILTEO 11930 Cyrus Way Mukilteo, Washington 98275 425-263-8030 www.ci.mukilteo.wa.us REQUEST FOR PROPOSAL IT SERVICES ACQUISTION SCHEDULE The Acquisition Schedule is as follows, with all times

Request for Proposal BREITUNG TOWNSHIP SCHOOL DISTRICT Kingsford, Michigan DISTRICT WIDE TELEPHONE SYSTEM NOTICE OF BIDDERS Bids will be received at the above address, marked: TELEPHONE SYSTEM, until Wednesday,

REQUEST FOR PROPOSAL RFP #12-004 For the Provision of After Hours Answering Services Proposal Due Date/Time: October 19, 2012 @ 4:00 p.m. Children s Aid Society of London and Middlesex 1680 Oxford Street

CITY OF CHILLICOTHE REQUEST FOR PROPOSALS The City of Chillicothe is accepting sealed proposals for a Financial and Payroll software system for the Chillicothe Auditor s office. Proposal Must Be Sealed,

City of Vallejo REQUEST FOR PROPOSAL WORKERS COMPENSATION CLAIMS AUDIT Date original issued: September 28, 2015 Qualifications Statements due: The City of Vallejo will consider Proposals submitted in response

To ensure the functioning of the site, we use cookies. We share information about your activities on the site with our partners and Google partners: social networks and companies engaged in advertising and web analytics. For more information, see the Privacy Policy and Google Privacy &amp Terms.
Your consent to our cookies if you continue to use this website.